To-Do List - Web Meeting Process

Pre Web Meeting:

• If you haven’t already done so, please be sure that you have downloaded the web meeting software at: https://www.webmeeting.att.com. Click on Downloads and download Meeting Manager Installer for Internet Explorer.
• PPT’s are due to Dave Tazik no later than 1 month prior to the scheduled presentation date for HQ review and coordination.
• A biography sheet with photo and a link to or pdf of any related topic publications are due to Julie Marcy no later than 2 weeks prior to the scheduled web meeting so she can send out the first announcement. She will send a reminder announcement with a pdf of the approved PPT the day prior to the web meeting

Day of Web Meeting Preparation:

• Web meetings are generally scheduled for 1300 Central Time on Tuesdays.
• Julie Marcy or Courtney Chambers will log in as the Host at 1230 on the day of the presentation.
• They will load the PPT and any web links that may be used and assign Presenter rights to the presenter after introducing them. The presentation can be given from any location. The Host will record the narration from their office.
• The presenter should log in as a Participant by 1240 using the information on the announcement page (phone number and passcode). This requires calling in on your telephone and logging in on your computer. The telephone number is used as the meeting id. You should also keep Blackberries or smartphones turned off and away from the telephone to prevent electronic chatter.
• The presenter should be in a quiet location free of distracting background noise – general office, landline and cell phones ringing, etc. Please do not present from a cell phone. Landline phones provide the best quality, but it is better not to use the speaker phone feature on a standard phone (Polycom type units usually do ok) if possible. Note: Some headsets should work with the recording device, but older units may create static. If in doubt, test the device in advance.

Actual Web Meeting:

• The Host will do a brief introduction at 1300 on the scheduled day. The Host will give instructions include stating that questions that arise (term definition, etc.) during the presentation may be submitted via the chat function or verbally with additional questions at the end.
• The presenter will then repeat their name and the program title and give the presentation. – The Host edits out her introduction since it contains repetitive information, so your name and program title are needed for the archived program.
• Once the Host gives you Presenter rights, you will be able to advance the slides, access loaded web pages, etc. When viewing the slide online, you will see a block above the slide on the right side with a number (indicates the number of the slide) and a reverse and forward arrow. The easiest way to advance the slides is to cursor to the forward arrow and click on it.
• If more than 1 person is presenting, the Host will need to know the presentation order for adjusting Presenter rights. If there are multiple presenters, it might be easier for the Host to advance the slides.
• As a general rule, you have 45 minutes to present and 15 minutes for Questions. Watch the chat feature for questions that may arise during the presentation, and for questions at the end. Attendees may also ask questions verbally.
• Be sure to hold the telephone near your mouth and speak clearly since the narration is recorded over the telephone line. Or, have the headset adjusted for adequate volume.
• At the end of the presentation, the Host will thank folks for attending and end the session.
• The presenter may log off at that time and the Host will follow up to save and edit the file.

Procedures for doing a Shared Desktop Webinar:

• Webinar Host logs on as usual and loads PPT slides
• Speaker logs on as Participant
• After the introduction, Webinar Host will assign Presenter rights to the Speaker
• Then, the Webinar Host will assign Host rights to the Speaker
• Speaker will be able to advance slides and go to demo applications as needed. Note that the Speaker should have all applications needed open prior to doing Shared Desktop. Be sure you don’t completely exit from the Webinar Meeting while doing demos.
• To Share Desktop, Speaker/host will go to Share and then Desktop
• If the Speaker leaves Share Desktop and returns to the slides (Rejoin Meeting), they will need to reactivate the Share Desktop in order to resume that feature
• When the Speaker finishes their presentation, they will need to assign Host rights to the Webinar Host so they can close out the session and save files.

Cancellation Process

Should a cancellation occur, please notify the Julie or Courtney immediately. Cancellation of presentation may be made by the speaker or proponent at least 48 hours in advance. For a shorter notice, the speaker needs to notify participants directly.